Privacy
Flow365 Expiry Privacy Policy
This Privacy Policy explains what information MPULSE TECHNOLOGIES INCORPORATED, doing business as Flow365, collects and processes when you visit, register for, purchase, administer, or use Flow365 Expiry.
1. Scope and service description
This Privacy Policy applies to the Flow365 Expiry website, application, workspace, onboarding process, product demonstrations, support interactions, billing flows, and related services operated by Flow365.
Flow365 Expiry helps small businesses organize expiration and renewal records, supporting documents, owners, reminder schedules, notifications, and history.
This policy does not govern third-party websites, products, or services that are linked from Flow365 Expiry or that you choose to connect to the service. Those third parties have their own privacy practices and terms.
2. Our role and the customer’s role
Business customer information
When a business or organization uses Flow365 Expiry, that organization generally determines why information is entered into the service, which users may access it, how long it should be retained, and what actions should be taken with it. In that situation, the organization is responsible for its instructions, notices, permissions, and legal basis for processing the information.
Flow365 as a service provider
Flow365 processes Customer Content to operate the service, follow customer instructions, provide requested features, maintain security, troubleshoot problems, deliver support, and meet legal obligations. We may also process limited account, billing, security, diagnostic, and usage information for our own legitimate business operations.
Workspace administrators
A workspace administrator may manage users, permissions, settings, integrations, billing, and Customer Content. Individuals using an account supplied by an employer or other organization should direct questions about the organization’s use of their information to that organization.
3. Information we collect
Account and organization information
We may collect names, email addresses, phone numbers, organization names, workspace names, subdomains, roles, login methods, authentication identifiers, account preferences, and information provided during registration or onboarding.
Customer Content
“Customer Content” means information submitted, uploaded, imported, generated, received, stored, or managed through Flow365 Expiry. The content depends on the features the customer chooses to use.
Billing and subscription information
We process subscription status, selected product and price, transaction identifiers, Stripe customer and subscription identifiers, trial dates, invoice status, billing contact details, and limited payment-related metadata. Payment card details entered on hosted checkout pages are collected and processed by the payment processor. Flow365 does not need to store a complete payment card number to operate the subscription.
Technical, security, and diagnostic information
We may collect IP address, browser type, device and operating-system information, language, screen size, timestamps, referring pages, requested URLs, session identifiers, authentication events, error messages, response status, performance measurements, and security events.
Diagnostic events may include a product, workspace, container, campaign, setup, activation, or session identifier so that we can understand a workflow and troubleshoot it. We do not intentionally place full message contents, complete call recordings, sensitive documents, or other extensive Customer Content into general website diagnostic events.
Marketing and attribution information
When present, we may collect first-party campaign and referral parameters, including UTM source, medium, campaign, content, term, and advertising click identifiers. We use this information to understand which Flow365 pages, campaigns, or referrals led to a demonstration, signup, activation, or purchase.
Support and communications
When you contact us, we may retain your contact information, the contents of the request, attachments, diagnostic details, and our response so that we can provide support and maintain an appropriate service record.
Connected services
If you connect an external account or service, we may receive tokens, account identifiers, selected records, metadata, and content needed to perform the action you requested. The information available to Flow365 depends on the permissions displayed by the connected service and the features you choose to use.
4. Product-specific information processed by Flow365 Expiry
Depending on your configuration and use of the service, the information processed by Flow365 Expiry may include:
- Tracker names, descriptions, workspace settings, currencies, time zones, reminder times, and notification contacts.
- Expiration and renewal records, document names, categories, owners, vendors, counterparties, dates, notes, status, and custom information entered by the customer.
- Uploaded proof documents, certificates, licenses, insurance records, contracts, permits, attachments, and related metadata.
- Reminder schedules, notification delivery history, status changes, audit history, and user activity.
Important product-specific notices
- Expiration records and uploaded documents may contain confidential business, vendor, property, insurance, licensing, employee, or compliance information selected by the customer.
- The customer decides which records are entered, which documents are uploaded, who may access them, and which contacts receive reminders.
- Flow365 Expiry provides tracking assistance and does not independently verify the authenticity, legal effect, accuracy, or current status of a document.
5. How we use information
We use information for purposes that include:
- Creating, authenticating, and administering accounts and workspaces.
- Providing the features and workflows requested by the customer.
- Storing, organizing, retrieving, displaying, and transmitting Customer Content.
- Processing trials, subscriptions, invoices, payments, cancellations, and account changes.
- Protecting accounts, detecting abuse, preventing fraud, and maintaining service security.
- Monitoring availability, diagnosing errors, and improving reliability and performance.
- Responding to questions, support requests, and service communications.
- Understanding first-party product usage, activation, and marketing attribution.
- Complying with applicable law and enforcing our agreements.
Product workflow purposes
- Organizing expiration, renewal, license, permit, certificate, insurance, contract, and vendor-document records.
- Scheduling reminders and notifying authorized contacts.
- Storing supporting documents and preserving record history.
- Helping authorized users review upcoming, overdue, renewed, and completed items.
We do not use personal information for cross-site behavioral advertising, device fingerprinting, or the sale of personal information. We do not use Customer Content for advertising unrelated products to the individuals represented in that content.
6. Artificial intelligence features
Some Flow365 Expiry features use artificial intelligence to analyze information, prepare summaries, identify possible next steps, organize content, generate drafts, or provide recommendations. When an AI feature is requested or enabled, relevant Customer Content may be sent to an AI service provider acting on our behalf.
AI-generated material may be incomplete, inaccurate, or unsuitable for a particular purpose. Customers and authorized users must review AI output before relying on it, sending it, making a decision, or taking an action.
We limit AI processing to information reasonably needed to provide the requested feature. We do not sell Customer Content to AI model providers. The retention and handling of information by contracted providers is governed by our arrangements with those providers and the applicable service configuration.
8. When information is disclosed
We do not sell or rent personal information.
Service providers
We may disclose information to providers that help us operate Flow365, such as cloud hosting, database and file storage, communications carriers, email delivery, authentication, payment processing, analytics, customer support, security, and artificial intelligence providers. They may process information only for the contracted services or as permitted by law.
Customer-directed disclosures
We disclose information when a customer or authorized user directs us to do so, including when sending a communication, inviting a user, connecting an integration, sharing a record, or exporting information.
Workspace users and administrators
Information may be visible to authorized users and administrators within the same workspace according to the permissions and product settings selected by the customer.
Legal, security, and safety reasons
We may preserve or disclose information when reasonably necessary to comply with law, legal process, or a valid government request; enforce an agreement; investigate fraud or abuse; protect the security or integrity of the service; or protect the rights, property, or safety of Flow365, customers, users, or others.
Corporate transactions
Information may be transferred as part of a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or similar transaction, subject to appropriate confidentiality and legal protections.
9. Retention and deletion
We retain information for as long as reasonably necessary to provide the service, maintain the customer account, complete transactions, preserve security and audit records, resolve disputes, enforce agreements, and comply with legal obligations.
Retention periods vary according to the type of information, customer settings, product requirements, account status, legal obligations, and whether the information is part of an active workspace, billing record, support case, security investigation, or audit history.
A customer may request deletion of an account or certain Customer Content, subject to administrator authority, product functionality, legal requirements, legitimate security needs, and records that must be retained. Deleted information may remain temporarily in backups, logs, fraud-prevention systems, and disaster-recovery copies until those systems are overwritten or the applicable retention period ends.
10. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, alteration, disclosure, destruction, and loss. Measures may include access controls, authentication, encryption in transit, monitoring, logging, backups, software updates, and restrictions on personnel and service providers.
No internet transmission, telecommunications network, software system, or storage method can be guaranteed to be completely secure. Customers are responsible for protecting credentials, assigning appropriate permissions, securing their devices, and promptly notifying us of suspected unauthorized access.
11. Privacy rights and choices
Depending on your location and the applicable law, you may have the right to request access to, correction of, deletion of, or a copy of certain personal information. You may also have rights to object to or restrict certain processing, withdraw consent, or appeal a denied request.
When Flow365 processes information on behalf of a business customer, we may direct the request to that customer because the customer controls the workspace and determines how the information is used.
We may verify identity and authority before completing a request. Rights are subject to legal exceptions, record-retention requirements, security needs, and the rights of other individuals.
United States state privacy notices
Residents of certain U.S. states may have additional rights under state privacy laws. Flow365 does not sell personal information and does not share personal information for cross-context behavioral advertising. Requests may be submitted using the contact information below.
European Economic Area and United Kingdom
Where applicable, processing may be based on performance of a contract, compliance with legal obligations, consent, or legitimate interests such as providing, securing, supporting, and improving the service. Individuals may also have the right to complain to their local data-protection authority.
12. International processing
Flow365 and its providers may process information in the United States and other countries where they operate. Those locations may have data-protection rules different from the rules in your location. Where required, we use contractual or other lawful transfer mechanisms intended to protect personal information.
13. Children
Flow365 Expiry is a business service and is not directed to children under 13. We do not knowingly collect personal information directly from a child under 13 without appropriate authorization. Contact us if you believe a child has provided personal information contrary to this policy.
14. Third-party websites and integrations
Links and integrations may lead to services not operated by Flow365. We are not responsible for a third party’s security, content, availability, or privacy practices. Review the third party’s terms and privacy notices before providing information or enabling an integration.
15. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in the service, technology, law, or our practices. The revised policy will be posted on this page with an updated date. When required, we will provide additional notice through the service, by email, or by another reasonable method.
16. Contact us
MPULSE TECHNOLOGIES INCORPORATED Doing business as Flow365 [email protected]Use the subject line “Privacy Request” for requests concerning personal information. Include the applicable product, workspace, account email, and enough information for us to understand and verify the request.
Use of Flow365 Expiry is also governed by the Flow365 Expiry Terms of Service and Subscription Agreement.